Connect WooCommerce and Xero around agreed accounting workflows
Connect WooCommerce and Xero so orders reach the accounts once
Entering every order into Xero by hand takes staff time and creates room for mistakes. A WooCommerce and Xero connection needs to move the right records, recognise a record it has already sent and show the people responsible when a transfer fails.
Follow the records through the workflow
An order, a payment, a refund and a settlement are four different events. A payment provider’s settlement, for example, can differ from the order total because of fees or a partial refund. Your accountant or bookkeeper decides how each of those records should be treated in Xero.
We map the flow with your store and accounts team first, then look at whether an existing maintained connector can do the job before we propose custom development. What the connector supports and the account access available decide the options.
Four events, four treatments
An order
Its own treatment
A payment
Its own treatment
A refund
Its own treatment
A settlement
Its own treatment
Your accountant or bookkeeper decides each one
Agree the accounting rules and technical behaviour
The work can include:
- Order and customer information to transfer.
- Accounts and tax codes approved by your accountant or bookkeeper.
- Payment and refund handling where supported.
- Record matching and duplicate prevention.
- Failed transfers, repeat attempts and staff review steps.
Your accountant or bookkeeper owns the accounting treatment. We build the technical behaviour to match it and test example transactions with the people who will review the results, so the first time a real refund goes through is not the first time anyone has seen one.
Make problems possible to trace
If a transfer fails, staff need to see which record is affected and what went wrong, and repeating it has to follow the duplicate-handling rules so the same invoice does not land in Xero twice.
We test normal transactions and the relevant failures in a test environment. The handover records the connected accounts, permissions, how to review errors and who maintains the connection.
Example
An order did not reach Xero
Staff can see which record it was and what went wrong.
Try again
View the record
Trying again follows the duplicate rules, so the invoice lands once.
What this does not include
The connection moves the records in scope. Product and stock synchronisation, connector licences, Xero subscriptions, custom code beyond the connection and ongoing support are quoted or listed separately.
Questions about a Xero connection
Can an existing connection be repaired?
Often, yes. We look at its configuration and the records it has produced, then tell you whether repair, reconfiguration or replacement makes sense.
Does the connection complete reconciliation?
No. It moves the records. Your accounts team keeps the review and reconciliation work. The scope says which records arrive automatically and which tasks still need a person.
Tell us how orders currently reach Xero
Describe your store, the connector if you have one and an example of the problem, with private information removed. We will get back to you.